Edsby September 2024 update

Edsby has added many new features in recent months. Our focus for September 2024 includes significant updates in key product areas: Class Groups, Gradebooks, Evidence and Report Cards.

Not all new features will be available to users immediately. It’s up to individual schools or districts/regions when or if they choose to introduce specific new Edsby capabilities. This list is here to help teachers and administrators plan, and to give end-users insight into new things you may see in Edsby soon, if not already.

To provide you with a deeper understanding of these changes, new documents and videos have been created to describe these new capabilities in more detail. These are all available in the help section of our website; click your role to see the resources available to you. Edsby support and other designated roles at customer sites can access the full list of September 2024 enhancements in a document available in the Edsby support portal.

New Features and Enhancements for Teachers

Class Groups

Classes have a new feature to support student collaboration with special groups created within a Class. The teacher can create groups that allow student participation, or to provide targeted resources to a group of students.

A teacher can also create Class Groups only visible to the teachers of the class. These hidden groups can be used to create individualized assessments.

Class Groups are accessed from a Class’ Students panel and are created through a new form. Permissions are also managed through the form, giving educators full control over group access and visibility.

In this example, the teacher has created Class Groups to enable students to collaborate on a group presentation. The teacher can access the groups by clicking on the group name.

Additionally, the teacher has created Class Groups based on the courses the students are enrolled in. These groups will be used to speed up the creation of assessments. The teacher can choose to keep these hidden from students.

Using Class Groups in assessments

The assessment form now gives the teacher the option of selecting a subset of students. If the teacher has created Class Groups, they will have the option to select one or more of the groups. If the assignment enables the students to submit a file, the teacher can choose to have one submission per group.

Edsby Evidence and single QR codes

Students can submit learning evidence to any class their teachers choose. Items submitted are immediately visible in the student’s own Learning Story and the teacher’s Evidence page. Parents only see the items once they are shared to their child’s Learning Story by the teacher.

Students now only need one QR code to submit to any class with evidence capture enabled. Students no longer need to scan different QR codes for different classes.

For example, a homeroom teacher can enable evidence submission in English, French, and Visual Arts and then provide each student with a single QR code. The code can be printed from either the English, French, or Visual Arts classes. The student scans the QR code, takes a photo or video, and then is presented with a list of valid classes. If only one class is enabled, no list is presented, the item is simply uploaded to the class.

Students submitting evidence through Edsby Capture can scan the QR code found in their Learning Story. Students can also choose to submit evidence through Edsby by selecting from a list of classes.

Idea Management System (coming soon)

An Idea Management System (IMS) is being incorporated into Edsby to enable teacher and district staff users to submit, vote for, and discuss feature requests with other teacher and district staff users and the Edsby team. The goal is a private, collaborative environment where the needs and preferences of educators and administrators can be effectively communicated and considered.

Students and parents do not have access. The system is not intended for bug reporting, so any technical issues should continue to be addressed through existing channels. Notification preferences can be set to stay updated on relevant discussions and developments.

Staff access the IMS from their personal menu in an Edsby browser login. Selecting “Suggest a new feature” will display a form to submit a new feature idea.

Edsby professional development modules

Edsby professional development curriculum has been created to support school staff, including teachers, school administrators, and attendance office personnel, in their understanding and use of the Edsby platform. These courses are presented using Edsby, within Edsby, and are self-paced, allowing participants to engage with the material at a time and pace that suits their schedules. More courses are to be developed over time.

Available modules are presented through the Group Recommender panel, ensuring that they are visible and readily accessible to those who may benefit from them. Once initiated or completed, modules appear in a user’s Group list for future reference.

Art Boards (coming soon)

Art Boards will soon be introduced as a richer way to capture evidence of student learning, as a dynamic new tool for educators. This feature will support templated activities, enabling a structured approach to documenting and sharing student work. Designed for versatility, Art Boards will be usable beyond the primary levels, making them suitable for various educational settings. Whether incorporated into lessons, shared through feed posts, or used in personal messages, Art Boards will provide a flexible and engaging way to enhance teaching and learning experiences.

AI assistant for teachers (coming soon)

Edsby has developed a new Teacher AI Assistant, a set of tools to enhance the effectiveness and efficiency of educators in their daily tasks. These tools are available exclusively to staff. The development of this set of features has been guided by a commitment to security and privacy, prioritizing the protection of user data.

The AI tools offer a range of capabilities designed to assist educators in various aspects of their work. These include writing assistance that provides grammar and spell check, tone adjustments, content generation, and writing critique. Additionally, the assistant can generate progress narratives, summarize conversations, and translate languages, making it a versatile resource for educators.

In this illustration, the teacher has copied curriculum codes into a Note and used the AI assistant to create a student friendly version to post as the course outline.

Within the Grader, the teacher has asked for a list of spelling and grammar issues present in the student’s submitted PDF file.

These AI features are integrated into key areas such as class and group feed posts, replies, the gradebook, grading processes, report card comments, content building and quiz sheet generation.

The Teacher AI Assistant is currently in a limited beta phase and will be offered as an add-on service when available.

More information about Edsby’s Teacher AI Assistant here.

This feature is the first deliverable in Edsby’s larger vision of AI described here.

New Features and Enhancements for School Administrators

Correcting archived Report Cards Sheets

Corrections can now be made to archived Report Card Sheets. If the sheet is published, it can be corrected and republished. Republishing the sheet does not generate a notification. If the sheet was either submitted or approved, it can be returned to these states, but not published.

The Senior Admin or Office Head must first access the archives and then navigate to the Report Cards Zoom. Reporting periods from previous years are visible in the picker.

Attendance enhancements

Planned absences

Ongoing and upcoming planned absences are now included in a student’s Attendance List View.

Sign out

When the student is signed out, the current period’s attendance sheet will be updated to show an absence starting at the sign out time.

Changes to the Assistant Teacher role

The Assistant Teacher has been adjusted to better suit school-based employees who work in the classroom but should not have access to personal or academic information about students at the school.

• The Assistant Teacher can be added to a Class and when assigned the class-based role of Assistant has a read-only view of the class. The names of Assistants do not appear in the Teachers panel of the class.
• The role can be added to groups and will see any groups open to All Staff. This role cannot create groups.
• The role does not have access to any Zooms.
• The role can view the School page but cannot submit an article.
• The role can view the Profile page of any staff, student, or parent either through a search or by clicking on a name. The Profile page contains the user’s name and photo.

New class-based role added

A new class-based role called Assistant provides read-only access to a class. If a Teacher is assigned the class-based Assistant role, they can take attendance but will otherwise have read-only access. This can be useful for mentoring purposes.

Assigning the Assistant class-based role is the recommended choice for School admins or teachers when granting class access.

View of a class for the user role of Assistant Teacher and the class-based role of Assistant

When assigned to a class as an Assistant, the Assistant Teacher can view a read-only version of the class feed, Planner, Content, and Seating Plan. The Assistant Teacher has a reduced mini-profile. The availability of the Send Message option is controlled by the District.

View of a class for the user role of Teacher and the class-based role of Assistant

When assigned to a class, the Teacher can take attendance and view a read-only version of the class feed, Planner, Content, and Seating Plan. Those assigned the class-based role of Assistant are not listed in the Teachers panel. The mini profile is based on the Teacher role and remains unaffected by the class-based role.

This public document is an abstract of September 2024 Edsby platform enhancements. If you are a designed Edsby representative at an Edsby customer, view more complete details in a document at the Edsby support portal here.

Edsby September 2023 update

Edsby has added many new features in recent months. Enhancements in the list below were added based on customer input and feedback from teachers, administrators, students, and parents like you.

Not all new features will be available to users immediately. It’s up to individual schools or districts/regions when or if they choose to introduce specific new Edsby capabilities. This list is here to help teachers and administrators plan, and to give end-users insight into new things you may see in Edsby soon, if not already.

New documents and videos have been created to describe these new capabilities in more detail. These are all available in the help section of our website. Edsby system administrators can access the full list of September 2023 enhancements at the Edsby support portal here.

New features and enhancements for teachers and students

Evidence improvements

Enhancements to Evidence include features such as the ability to utilize the Organize page for multiple students at once. Filters have also improved to create options based on collected evidence, enabling teachers to see their own tags and outcomes. The new filters also provide the option to filter to shared or unshared items.

Teachers can view the learning evidence tagged with problem-solving and view cards for all selected students. Or view all the learning evidence for one or more outcomes across all students or a subset of students.

The All Evidence page has also received the same filter enhancements to help teachers manage their evidence feeds.

New Report Card fill options

The Report Card Fill form now includes three new options. Firstly, teachers can choose to write comments with field substitutions. Secondly, the comment library is accessible directly within the Fill form. And thirdly, Fill has been enhanced to give teachers the flexibility of filling multiple fields without exiting the form. Selecting Fill will transfer the data to the report card sheet while keeping the form open. Opting for Fill & Close will copy the data to the report card sheet and close the form.

For example, a teacher can select the Level 4 students and fill in all the learning skills without needing to close the form.

An introduction to Edsby report cards is here.

New Gradebook Progress Report

In addition to the existing Progress Report, a new enhanced report is available for teachers. This new Progress Report offers the flexibility to exercise professional judgment and incorporate valuable new options into the generated report. Teachers can create multiple Progress Reports according to their needs. The new Progress Report is created as a column within the gradebook, where teachers may access all previously printed Progress Reports. The report can include all students, a selection of students, and dropped students. The report includes grade calculations based on gradebook data, while giving teachers the discretion to input grades aligned with their professional judgement.

Standards, Expectations, Outcomes and Competencies more visible

The full text of Expectations, Standards, Outcomes or Competencies (ESOCs) is now displayed whenever a user using the Edsby web browser login hovers over an ESOC’s code. This enhancement has been applied throughout Edsby, including:

• Assessment form
• Lesson form
• New Evidence form and Evidence card
• Perspective and My Work reports
• Class Progress Report

Learn more about using Edsby with ESOCs here.

Report card access for students and parents

Published report cards from previous school years are now accessible from the Report Cards button on both the desktop browser and Edsby mobile app. Pressing the button opens a list of all published report cards.

Professional Development Groups

Edsby Professional Development Groups can play a pivotal role in facilitating the delivery of knowledge transfer. Professional Development Groups have been expanded with online quizzes for self-assessment and additional fields:

Field name	Purpose
Mark content complete	When set to Manual, participants mark each item complete. When set to Automatic, items are marked completed when opened.
Conditional Release	When set to Can view all visible items, the participant can see the whole Content panel. When set to Smart Release, the Content panel reveals the next item only when the previous item has been marked complete, either automatically or manually.
Award Badge	Lists existing Badges. The badge is awarded when all the items in the Content panel have been marked as complete. Badges appear in their own panel on the home screen.

Learn more about Edsby PD groups here.

Launchpad links

Edsby system administrators can now set a ‘Show To’ field while creating or editing links in the Launchpad, the rocket icon on the Edsby nav menu. Teachers can have launchpad links configured by the school or district that are different from those seen by administrators, for instance. All users can still add their own links to their individual Edsby launchpads.

Turnitin teacher enhancement

If their District has integrated Turnitin as an LTI tool within Edsby, teachers can create assessments within Edsby that enable students to submit files that are assessed by the Turnitin environment for writing quality and originality. A new Launch button in the Edsby Content panel streamlines the process for teachers to create Turnitin assignments.

To create a Turnitin assignment, a teacher does the following:

1. Create a LTI link from the Content panel menu.
2. Choose Turnitin from the list of available LTI tools and then click the Launch button. The Launch button enables the teacher to log into the Turnitin environment.
3. In the Turnitin environment, the teacher creates the assignment. Clicking the Submit button returns the teacher to Edsby.
4. A hidden assessment is created. The teacher can toggle the assessment to visible to enable the students to access their Turnitin accounts through Edsby.

New features and enhancements for School Administrators

School Page management

Edsby school pages have been enhanced to enable certain roles to:

• Set or change the school icon.
• Supply missing school information that may not be available in all Student Information Systems or override incorrect information.
• Add additional moderators to the School Page. Moderators can manage News River articles, the school calendar and add content to the Important panel.
• When supported by the school’s customized report card, the form can be used to select which Senior Admin’s name should be used on the printed report card.

The School Information page is accessed by school or district administrators by clicking on the School name and then expanding the Information panel.

To learn more about the Edsby School Page, click here.

Pin on Panorama

The Panorama page now includes a Pinned Items panel. The School IT, Senior Admin, Office (Head), and Guidance Staff roles can pin existing Observations to either the Pinned Items panel on the left or the Alerts panel on the right. Hover over the Observation to see the additional actions.

To learn more about the Edsby Panorama, click here.

This public document is an abstract of September 2023 Edsby platform enhancements. If you are an Edsby system administrator, view more complete details at the Edsby support portal here.

Edsby services were not compromised by the Log4j exploit Log4Shell (CVE-2021-44228) that affected many large systems on the Internet.

Shortly after Log4Shell’s public disclosure, the Edsby operations team became aware of the issue and started investigating ramifications to our systems. Almost immediately, our web application firewall provider deployed and began enforcing a filtering rule that prevented these attacks from even reaching the Edsby infrastructure.

In parallel, we started to identify potentially affected components in our systems and began deploying mitigations as a precaution. Due to the software versions and our configurations, we determined we were not vulnerable to exploitation that would put customer data at risk.

We performed log analysis scanning for attempts to exploit the Log4j vulnerability on Edsby’s systems before disclosure and mitigation by our firewall provider and found no evidence of any compromises of our cloud services.

We continue to monitor the situation and will perform further mitigations and analysis if necessary.

Welcome to the Edsby September 2021 update

Edsby is excited to share with you great new features added in recent months. Enhancements included here were selected based on customer input and feedback from teachers, administrators, students, and parents.

Key product areas of focus for September 2021 include a new Social Emotional Check-Ins feature and enhancements to Online Testing, Professional Development Groups, Learning Object Repositories, LTI Certification and Moodle imports.

New documents and videos to describe new features in more detail are available in the support section of our website. Click your role to see the resources available to you.

Not all new features will be available to users immediately. It is up to individual schools or districts/regions when or if they choose to introduce specific new Edsby capabilities. This list is here to help teachers and administrators plan and give end-users insight into new things you may see in Edsby soon, if not already.

 

Social Emotional Check-Ins

The optional Social Emotional Check-Ins feature enables students to share their feelings with their teacher(s). It presents professionally curated strategies so educators can help them be as ready as possible to succeed. Whether students are in class, hybrid, or fully remote, Edsby now gives teachers a quick and easy way to poll students at the beginning or throughout the day on how they’re feeling.

The user interface, icon color, age-appropriate emotion selection, and regulation strategy content in Edsby Check-Ins come courtesy of a team of social-emotional, academic advisors and an exclusive relationship with MindUP—an evidence-based non-profit program designed to improve children’s emotional well-being founded by actress Goldie Hawn. MindUP is aligned with current SEL research and is accredited by the Collaborative for Academic, Social, and Emotional Learning, or CASEL.

Once this feature is available at the district level, teachers can choose which classes they want to enable Check-Ins. If students decide to check-in, they can click the Check-In button and see color-coded icons representing the various emotions students their age can recognize. After they make their selection, they can explain their answer further. After completing the check-in, students will see regulation strategies tailored to the specific emotion they selected and their age range.

For teachers, the Class includes a Check-Ins summary page complete with an unread counter.

Teachers see their full roster of students and emotions they’ve been sharing, represented by the characters the students chose and whatever optional explanations they gave about how they’re feeling. Icon colors indicate the overall category of emotion.

Teachers see the regulation strategies the student was presented with and receive their own recommendations.

Teachers can also see student emotions on the Attendance sheet.

For more information about Social Emotional Check-Ins click here.

Classes

Teachers have two new Content items and a re-organized Class and Gradebook Setup form within the Class. Teachers teaching a self-paced course can also take advantage of a new Smart Release feature.

Content panel enhancements

There are two new items in the Content panel: Question Sheet and LTI Deep Link. Teachers can add Question Sheets to the Content area. The ability to store Question Sheets in a Class enables the teacher to share a complete course with other teachers through a Professional Development or Learning Object Repository.

Question Sheets created in the class can be attached to assessments to deliver an online test. The Assessment form’s Choose Question Sheet now opens a picker that enables the teacher to choose from the Personal Folders, class, or group. Once a sheet is chosen, a list of questions is visible.

The Content panel’s other new item is LTI Deep Link. Deep Linking is an LTI standard for exchanging content between applications and tools. Deep Linking enables LTI tools to appear in the same way that internal tools do. A broad range of content types can be shared, such as static links, embedded images, or other media types and files, extending the LTI toolbox and streamlining the process of setting up an LTI tool link.

A district may use a content provider that has hundreds of Chemistry videos and quizzes. After the district sets up the LTI tool, adding an LTI Deep Link will provide a drop-down of all existing tools.

Once the teacher selects an LTI tool, clicking Launch will enable them to choose what specific quiz, video, or page they want from the LTI vendor’s site.

If the teacher chooses a quiz, the students will see a launch button to begin the quiz.

If the LTI vendor provides content, the student can view the content from within Edsby. In the following example, the student can play the video and view the four pages of content on Thermal Energy created by wcln.ca.

Assessments

We’ve made several improvements in online testing. We’ve added ways to manage the question order within question sheets. We’ve added more question types and new options for existing question types. We’ve also made it easier for people to develop question sheets together and share question sheets with others.

Question sheet management

Questions can be cut, copied, and pasted within the Question Sheet or to other sheets. Teachers can reorder questions or easily reuse and adjust existing questions.

The rich text editor has been added to enable the teacher to include rich text or add equations with the Equation Editor.

In addition, the Equation Editor now supports MathML to enable teachers to copy MathML from an external source and paste it into the Equation Editor.

Question sheets now remember previously used courses to speed up the use of standards/expectations/outcomes within a question sheet. Teachers no longer need to choose a new course each time they create a new question sheet.

New question types

Fill in the blank, Match and Numerical question types are available as choices. Teachers can also add instructions within the question sheet.

The Fill in the blanks question contains a drop-down list of possible answer choices, including Distractions answers, embedded within the question.

The Numerical question expects a numerical answer and offers the option of providing a tolerance range. If the answer is 165 and the tolerance is 0.5, answers between 164.5 to 166.5 would be considered correct.

For a Match question, the teacher supplies a list of items that must match another list of items. The teacher has the option to give decoy answers.

The student view of a Match type question is illustrated below.

 

Teachers can provide additional instructions to students within a Question Sheet by creating a label.

New options for existing question types

The Multiple Choice questions support partial and negative marks. However, an online test cannot have a negative grade; a student’s minimum score on an online test is 0. For Multiple Choice questions, the selected answer is set to 100% by default.

The Short Answer question type now supports partial marks and wild cards. The student would get full marks for entering Victoria and any additional text such as “BC” in the following illustration. The student would get half marks for not capitalizing and any other text such as “, british columbia.” Entering Vancouver or vancouver and any additional text would result in a deduction of 10% of the question’s value from the overall score.

Using existing question sheets as a question bank

Edsby enables teachers to quickly build a question bank by reusing questions from other Question Sheets from their Personal Folder, class, or group.

When creating a Question Sheet, teachers have the option to copy questions from other sheets. For example, Mr. Harris’ class is studying Romeo and Juliet. He has created a set of Question Sheets in his Personal Folder. He can create a new test and draw from other existing sheets by clicking the +Add From Question Bank button.

He can select any other Question Sheet and see a preview of the questions. Mr. Harris can click all the questions or choose a subset to add to the current Question Sheet.

In addition to the Personal folder, teachers can also use Questions Sheets from Professional Learning Communities, Learning Object Repositories, and Classes.

Professional Development Groups and Question Sheets

Question Sheets can be created and edited from the Content panel of a Professional Development Group. Question Sheets can also come from other groups and Personal Folders to the Content panel. This enhancement enables teachers to work together to build Question Sheets and to share with other teachers.

Sharing Question Sheets

Creating good online tests takes work on teachers’ parts. The improvements to Question Sheets help them with this task and empower them to collaborate and share Question Sheets. Improvements include the ability to select questions from other question sheets, create and edit Question Sheets from within a group’s Knowledge panel, and the ability to post Question Sheets to a Learning Object Repository.

Teachers can work together in an Edsby Professional Learning Community group to create Question Sheets within the group. In this example, the Chemistry teachers have created a set of questions based on the lessons within the course.

The teacher can create an assessment with an online test within a class and choose a Question from the Chemistry Teachers group.

The teacher can also create a new Question Sheet and draw individual questions from any of the Question Sheets in the Chemistry Teachers group. The teacher can pick four items for Lesson 1 Questions.

And the teacher can add five items from Lesson 2 Questions.

And the teacher can add all the items from Lesson 3 questions to create a customized online test.

The teacher can then create an online test assessment and choose their own custom Question Sheet for the online test.

Class & Gradebook Setup form reorganization

The Class Setup, Weighting, and Gradebook Settings forms are now one form, and the fields are reorganized into sections. The redesign gives teachers the ability to access all the Class and Gradebook options in one form.

The students and parents section controls how students and parents interact with the class content.

The Teachers and assistants section contains the names of teachers and their access level to the Class.

The Class names and visibility section enables the teacher to change the name and code the teacher and student see. Teachers can also remove a class from their Classes panel. More information about the Teacher, Support, & Substitute permissions sets can be found here.

The Assessments section includes all controls that impact assessments, including the grade scheme for the Perspective/My Work graph and the Gradebook Summary columns.

The Weighting section enables the teacher to set up the weighing buckets.

The Additional Options section displays class information from the Student Information System.

The Student well-being page is seen if the optional Social Emotional Check-In or other forthcoming well-being features are available at the organization.

Teachers will continue to access this form from existing menu items. When teachers choose the Class Setup, the form will open to the Students and parents section.

When the teachers choose Edit Weighting from the Gradebook, the form will open to the Weighting section. When teachers choose Gradebook Setup from the Gradebook, the form will open to the Assessments section.

The Help document for the Class and Gradebook Setup form can be found here.

New Class Setup option – Smart Release

Teachers can choose how students work with the information and assignments in the Content panel. Smart Release enables students to work through Content at their own pace. To support this type of learning, assessments are not added to the feed or calendar. Smart Release is enabled by navigating to the Class Setup form > Student and parents page.

When set to Smart Release, a student must open each item in the Content panel before revealing the next item.

If an item or section is not visible to the student, it is not in Smart Release. In this illustration, students would not see the lesson plan named Review for Test, nor would the students see the upcoming Novel Study unit.

When the student completes all the visible items, the Show Progress will indicate to the teacher which students have completed all the items in the Content panel.

Learning Object Repository group enhancements

More information about the LOR package includes how many units, lessons, links, and assessments it contains. Copy and View buttons have been added to help teachers add LOR items to Classes, Personal Folders, or other groups.

Non-moderators can copy items from the LOR for use in Classes, Personal Folders, and other groups.

A LOR item can be created by clicking the Paste button and once the item is pasted the Learning Object form can be edited to provide more precise details about the item. Anything from a Content or Knowledge panel can be pasted into a LOR. Question Sheets from a Personal Folder can also be pasted into a LOR.

Roster printing added to groups

The ability to print the class roster is a popular feature, so we’ve expanded it to groups. Print the group’s roster, save it as a PDF and open it in Word, or copy and paste the names to a spreadsheet. With a group, you now have an instant checklist or sign-in sheet. Group permissions already include the ability to control who sees the member list.

Student Portfolio exports

We’ve added an Export Portfolio button to the Student Portfolio. The content is exported as a zip file containing HTML files and images.

Dark mode

Settings now include the option of choosing a Dark theme, which works on both browser and mobile views of Edsby.

History

School and District Admin roles that can view the Teacher Details page have access to account history through the Show History button.

Account history details changes made by the Student Information System and manual changes to account settings. Information can help track down where changes have been made and by what system or person. In this illustration, the Principal can see the teacher’s updated account settings and change her profile picture. The Principal can also see that William Ham changed fields in the Information section of the Detail page.

Edsby certified for LTI Advantage Complete

IMS Global Learning Consortium has certified Edsby for LTI Advantage (LTI 1.3 Core, LTI Assignment and Grades Service 2.0, LTI Deep Linking 2.0, and LTI Names and Roles Service 2.0). The first of these (LTI 1.3 Core) is the primary LTI protocol used to launch links. The second (Assignment and Grades 2.0) is the gradebook write-back protocol. The third (Deep Linking 2.0) creates a workflow to allow the easy creation of LTI links by a user. Some tools use the fourth (Names & Roles 2.0) to read the class roster to perform their function.

LTI tools are configured by the organization’s District IT Administrator on the district’s Manage page. The LTI Tool configuration form has been updated to support the LTI Advantage requirements. The LTI vendor supplies the district with the information required for the Edsby Config and the Cryptography section. When the form is initially opened, the Tool Config fields are automatically generated. This information is shared with the LTI vendor to complete the setup.

Moodle Imports

Edsby has enhanced its support for importing Moodle packages (.mbz). We currently support the following objects and map them to Edsby as follows:

Edsby item	Moodle equivalent item
Section	section
Page	page
Link	URL
Discussion	forum
Poll	choice
Assignment with online test	quiz
Assignment with upload	assign
Question Sheet	questions

If the Moodle import file includes a question bank, Question Sheets are imported into a hidden section named Question Repository.

The importer currently supports the following question types:

Edsby Question Type	Moodle Question Type
Multiple Choice	multichoice
True/False	truefalse
Short Answer	short answer and description
Drop Down	matching
Paragraph	essay
Drag and Drop	ddwtos
Match	match

Currently, the importer does not support the following:

• files and attachments
• hidden objects are not hidden when imported
• teacher/Student per-object permissions are not imported.

Date of last revision of this policy: September 2nd, 2021

Edsby is a cloud-based suite of software services that modernizes how educators, students and parents engage with each other electronically. Edsby Services are owned and operated by CoreFour Inc.

We believe the foundation of any relationship is based on trust and transparency. Our clients entrust us with the Personal Information of students, parents and educators. We take that responsibility seriously. The privacy and security of the people we serve is of utmost importance to us. This Services Privacy Policy (“Policy”) enables you to better understand how Edsby collects, uses, and discloses information through the use of our Services.

1.0 What Does This Policy Apply To?

This Policy applies to the Personal Information we may collect relating to students, parents, and educators (“you” or “your”) through our private browser-based Edsby Services and Edsby applications in the Apple iOS and Google Play stores (“Services”). Please also refer to your Education Organization’s (i.e., your school or school district) privacy policy, which governs the use of your Personal Information.

For privacy practices relating to our public website (edsby.com), as well as those relating to marketing, sales, and support services, please refer to our Edsby Public Website Privacy Policy.

Other Links:

Our Services may contain links to other websites and services that we do not own or operate. By clicking on those links, you will leave our Services. Those third-party websites and services are governed by separate and independent privacy policies, which we recommend you read carefully.

2.0 Definitions

For the purposes of this Policy, the following definitions apply:

“Personal Information” is any information provided to us or generated within Edsby that personally identifies an individual, such as name or email address, or other information which could be reasonably linked to such identifying information.

“Education Organization” refers to various types of organizations that select Edsby as one of their technology solution providers for managing student information. These organizations may include private schools, public school districts, provinces/states, and national ministries of education. Edsby is selected by these Education Organizations, often through a formal competitive procurement process and rigorous evaluation of many factors including privacy and security of student user data. Education Organizations pay to use Edsby. Each Education Organization decides what information should be provided to Edsby, and retains ownership of all the information provided to Edsby as well as control over all the information created in Edsby by users within their organization.

“Parents” refers to the parents, guardians, and others such as aunts, uncles, step-parents, or grandparents that are identified by the Education Organization as someone with the right to have access to information in Edsby regarding a specific child.

3.0 What Personal Information Do We Store?

Each Education Organization determines what information they collect and how it is used. We process a portion of that information in accordance with the specific contractual agreement with that Education Organization. The Education Organization maintains the master repository of this information and controls how your Personal Information is used.

Personal Information Education Organizations provide to us: Education Organizations integrate information about you into our Services. The information that is integrated depends on the Services set out in their specific contract with us. This information may include but is not limited to:

• Personal Information about students, including but not limited to name, date of birth, gender, grade level, school, student number, Ministry ID, address information, email address, photos for student profiles, certain health information kept in student records, course information, individual education program (IEP), indigenous status, and community service hours.
• Personal Information about educators and staff, including but not limited to name, salutation, email address, school, staff number, title, and role.
• Personal Information about parents, including but not limited to name, address, email, relationship to students, and flags about their access rights to information.

Please refer to your Education Organization’s privacy policy to inform yourself how the Education Organization collects your Personal Information.

4.0 What Personal Information Do We Collect?

Personal Information collected by us on behalf of Education Organizations: Edsby may collect Personal Information directly through your interaction on our Services depending on the Services set out in our specific contract with your Education Organization. That Personal Information may include but is not limited to:

• Information about student progress, such as a student’s attendance status for each school date, a student’s score on an assessment along with comments by the educator, pictures of a student’s work along with observations by the educator, and report card information for each subject a student is taking.
• User-generated digital content, such as text, images, audio, video, files and web links. This digital content can be placed in messages, profiles, private notes, calendar events, grade books, and postings in the Service. It also includes uploaded files that may have metadata associated with them, which is preserved by the Service and will be available to anyone that can view or download the file.
• Usage information, such as information about how many students and/or parents at the Education Organization use the Services and how the Services are being used. This information is also collected for security purposes, such as to identify suspicious activity. The information collected may include information such as unique device identifiers, IP addresses, and browser types.

5.0 How Do We Use Your Personal Information?

We process your Personal Information on behalf of and under the instructions of your Education Organization. We use the information in accordance with our agreement with the Education Organization to operate, maintain, and provide various features and functionality of our Services as set out in our specific contract with your Education Organization. The Education Organization determines how the Personal Information is used. Please visit your Education Organization’s privacy policy to see how it uses your Personal Information. We may also use non-identifying and aggregated usage information to improve, develop and optimize our Services and to monitor the security of our Services.

We do not subject users to any advertising and we do not sell any Personal Information. Please see Section 6.0, which describes who we may share your Personal Information with.

6.0 Who Do We Share Your Personal Information With?

We do not sell your Personal Information or the content you provide. There are certain circumstances in which we may disclose, transfer or share your Personal Information with third parties, such as under the following circumstances:

• Your Education Organization: The information we collect and store about you is accessible to authorized employees of your Education Organization. For example, a school principal may use Edsby to quickly find a Parent’s telephone number to call in the case of an emergency. Your Education Organization controls who has access to information. We also make usage information available to your Education Organization.
• Third parties at the request of the Education Organization: Education Organizations may request that we share your Personal Information with additional parties that also provide processing services to the Education Organization. We only do this when specifically requested and approved in writing by an authorized senior member of the Education Organization.
• Microsoft and Google: Our Services can be integrated with Microsoft 365 and Google Workspace for Education if directed to do so by the Education Organization to enhance productivity. For example, when a student writes an essay in Microsoft 365 or Google Docs and submits it to their educator via the Edsby platform, Edsby can make a copy of the selected file and make it available to the educator via the Edsby Services. Also, when Edsby integrates with these systems it provides a way for the End-User to log into Edsby by using Microsoft or Google authentication credentials.
• Cloud service providers: A carefully selected small number of companies provide essential elements of our cloud-based Service. We limit the information we share with these service providers through contractual, administrative and technical means. For example, we store Personal Information with Microsoft, the provider of our Azure hosting service, and protect it with encryption. Service providers may not use the information disclosed to them for any other purpose other than to provide us with a service.
• Legal authorities, as required by law: The information we process and store may be disclosed by us to legal authorities if we are required to do so by law. We may also disclose, at our discretion, some information we collect and store where we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing interference with the rights, property or rules of the Education Organization using our Services, or someone who may cause or be at risk of imminent bodily harm, or someone who may be violating the Terms of Use of our Services. In such cases, the Education Organization that is managing this instance of our Service will be informed.
• Business transaction: We may transfer our assets and rights to our Services, including information in our Services, in the event of a merger or sale (including any transfers made as part of an insolvency or bankruptcy proceeding) involving all or part of our business or as part of a corporate reorganization, stock sale or other change in control. In such a case, your Education Organization will be provided with notice and will have the option of opting out of our Services. We will limit the disclosure of Personal Information to only what is necessary and limit the use of the information to the purpose for which the personal information was collected before the transaction and in accordance with applicable laws.

We limit who we share your Personal Information with. We also limit what information we share and how third parties may use, access, process or store such information in the course of performing their duties for us. When we disclose Personal Information, we minimize the disclosure to only what is necessary, in accordance with instructions from our Education Organization customers, and in compliance with appropriate privacy, confidentiality, and security measures.

Should there be a conflict between our Privacy Policy and Terms of Use and our contract with an Education Organization, the terms and obligations set out in our specific contract with your Education Organization will prevail.

We do not have control over the Personal Information that Education Organizations may disclose to third parties. For example, an Education Organization may export certain Personal Information collected in Edsby and make it accessible to others at their discretion.

7.0 How Do We Protect Your Information?

We are committed to protecting the information we store about you. Edsby employs a variety of physical, administrative, and technical safeguards designed to protect Personal Information against loss, misuse and unauthorized access or disclosure. We have taken measures to protect the Personal Information on our Services, which include data encryption, firewalls and access controls for staff and vendors, as well as physical access controls to our facilities. Some other security measures we implement include:

• Limiting account creation to only those individuals the Education Organization selects. Persons outside the Education Organization cannot create an account.
• You may only access Edsby within an Education Organization with your user ID and password. Typically these credentials are provided and managed by the Education Organization.
• The ability for Education Organizations to implement role-based access and usage of an account, which limits what you can do and what information you can see. For example, educators have limited access to students they can view on the Services (e.g. only students in their school) and what they can see on the student profile. Parents can only see the profile of their own children and staff at the school(s) that their children attend.
• All data sent between the Edsby server and Edsby client (web browser, smartphone app, tablet app) is encrypted.
• Restricting access to Personal Information to those Edsby staff members who need to know that information for the purpose set out in this Policy and ensuring those staff members are trained in the company’s information protection policies.
• Adhering to a formal standard for Information Security. CoreFour Inc. is ISO 27001 certified.

8.0 How Long Do We Keep Your Personal Information?

Edsby retains Personal Information on behalf of Education Organizations pursuant to its specific contractual terms with each Education Organization. Our general practice is to not retain Personal Information for any longer than is necessary for educational purposes and legal obligations. Your Education Organization determines how long they retain Personal Information collected via our Services.

9.0 What Are Your Rights?

As a user of our Services, you have rights to access, correct and/or delete your Personal Information in accordance with applicable laws. Some Education Organizations enable you to access and make changes to your Personal Information directly through Edsby’s Services. Where your Education Organization does not enable access and changes to Personal Information, please make your request directly with your Education Organization. We will assist the Education Organization in fulfilling your request in accordance with our obligations.

Our Services can send updates and notifications via email and mobile “push” notifications. You can manage your notifications (including turning them off) via the “Account Settings” facility.

10.0 Children’s Privacy

We comply with our obligations outlined in the Family Educational Rights and Privacy Act (“FERPA”) and the Children’s Online Privacy Protection Rule (“COPPA”), U.S. federal laws designed to protect the privacy rights of children.

We are a service provider to Education Organizations, which disclose Personal Information to us about students and parents either via existing student records or those developed directly on our Services. The information we collect is limited to what we need to fulfill our obligations as outlined in our contracts with Education Organizations. The disclosures are authorized by FERPA. We do not use your Personal Information for any purpose other than to provide our Services to Education Organizations and improve our Services to you.

In accordance with COPPA, we do not knowingly collect information from children under the age of 13 unless and until an Education Organization has provided us with authority for a student under the age of 13 to use our Services. Further, we do not knowingly collect or solicit Personal Information from anyone under the age of 13 in a manner not permitted by COPPA.

If you are a parent or guardian who believes that we have inadvertently collected or stored Personal Information about your child without proper consent, please contact your Education Organization and we will work with them to investigate and delete any such information to the extent required by applicable law.

11.0 Where is your information stored?

We generally store and process your Personal Information in the country in which your Education Organization is located. From time to time, your Personal Information may be accessed by Edsby-authorized services or staff in another country where Edsby or authorized third parties operate. We implement measures to protect your information and to ensure compliance with applicable laws.

Please also refer to your Education Organization’s privacy policy to identify where they process and/or store Personal Information and how they protect it.

12.0 Cookies and Similar Technologies

Our Services use cookies and similar technologies. “Cookies” are small text files installed on your computer hard drive or web browser when you visit or use our website. Most browsers accept cookies by default. 

What information do we collect using cookies?

We use first-party cookies, such a session cookie, to help us authenticate you. The session cookie is deleted when the browser session is ended. We may also use third-party cookies to help staff file a customer support ticket with us. Other third-party cookies include firewall cookies for security purposes. Most of the cookies on our Services collect information that is not identifiable to you. To learn more about cookies, visit www.allaboutcookies.org.

How can you manage cookies?

Although most browsers accept cookies, you can set your browser to reject cookies. You will need to follow the instructions contained in your browser’s help file (usually located within the “Help,” “Tools,” or “Edit” settings). If you have more than one browser, the opt-out or settings you set will only apply to that specific browser and not the others. If you choose to disable cookies, some Edsby Services might not function properly.

13.0 Changes To This Privacy Policy

Edsby reserves the right to modify or update this Privacy Policy from time to time to reflect the changes in our business and practices. When we change the Policy we will reflect the ‘last modified’ date at the top of this Privacy Policy.

14.0 How To Contact Us?

You may contact us at privacy@edsby.com with any questions or concerns you have related to your Personal Information. We may also be reached as follows:

68B Leek Crescent, Suite 200
Richmond Hill, Ontario
L4B 1H1
Canada

+1 (877) 337-0070